Public
Library
Board
of Library Trustees
Minutes
of Meeting July 18, 2007
Meeting
was held at the Provincetown Public Library, 356 Commercial St.
Others
Present: Debbie DeJonker-Berry,
Library Director
Call
to Order: Mick Rudd called the meeting to order at
7:19pm
1. Public Statements: There were no public statements.
2. Minutes:
The
minutes from the past 3 meetings were reviewed individually and voted on as
follows: June 4th
Meeting – Paul noted one correction.
Paul moved to accept the minutes of the June 4th meeting
of the BOLT as corrected. Lyn seconded
the motion. There was no
discussion. The vote passed 4-0-0.
July 2nd Special Meeting - Paul noted one
correction. Paul moved to accept the
minutes of the July 2nd meeting of the BOLT as corrected. Jim seconded the motion. There was no discussion. The vote passed 4-0-0.
July 9th Meeting – Paul noted two
corrections. Paul moved to accept the
minutes of the July 9th meeting of the BOLT as corrected. Lyn seconded the motion. There was no discussion. The vote passed 4-0-0.
3. Agenda:
No changes.
4. Belfry Change Order: Deb brought before the Trustees a change order for the belfry. It was found that there is an added cost of $28,037 to add a steel adaptor ring with 8 posts to the top of the library necessary to receive the belfry when it is re-attached. David Guertin felt that the library had very little choice but to follow through with this change order. The Trustees reviewed the change order.
MOTION: Lyn moved that the Board of Library Trustees
approve Change Order #2 with Campbell Construction Group in the amount of
$28,037 for the construction and installation of a steel channel support for
the library belfry reattachment. Jim 2nd
the motion. Discussion ensued (see
below). The vote passed 4-0-0.
Paul stated that the BOLT went ahead with this vote, but wanted it noted that they are looking over the costs pertaining to this project closely and are reluctant to keep paying such high costs. In the future they want good estimates. Deb said that initially the library went with a less expensive plan. Mick said that until the belfry was lifted, they couldn’t see how the belfry was going to be attached. No one talked with the man who was going to life and attach the crane until the project was near completion. Plus this belfry was on the ground for 5 years. It’s not unusual to have to make adjustments to refit it to the building. Deb felt if the Town had DPW acting as a Project Manager, added costs like this wouldn’t come up unexpectedly.
5. Fundraising – Deb stated that with the belfry still on the ground, it’s a good time to work on fundraising for the next phase of the restoration project. Deb told the Trustees that the Banner wants to do a profile on her and felt that this would be a good opportunity to find donors who will donate the million dollars needed to repair the façade of the library. She said that the article will state that she is willing to step down as Library Director if this money isn’t raised, that perhaps the library needs a new Director with fundraising skills. Mick stated that putting her job on the line was a gamble. The belfry sat on the ground for 5 years in order for them to raise $200,000. Deb felt that the library needs to “shake things up” and that they don’t have time to waste. Deb stated that she had faith in the community that they would come through financially. Deb stated that she felt that she has taken on much more than she should have had to with the historic restoration project. She felt she has had to neglect aspects of her job as Town Library Director. Mick was concerned that it will put a large strain on the Trustees if they have to add searching for a new Director to the Capital Campaign. He also thought the article needs to include the Trustees so that the situation is not misunderstood. Lyn suggested another Resource Development meeting after the belfry is up. The Trustees decided to meet again before the article on Debbie goes to print to strategize a plan.
The Trustees discussed the Financial Recap Sheet that was in their meeting packet as they plan
strategies to move forward with the next phase of restoration. Deb also referred the Trustees to the information sheet that will be added to the website containing ideas in fundraising.
6. Other Business and Correspondence –
a. MOTION:
Paul moved that the Board of Library Trustees vote to honor Bill Ingraham on August 20, 2007, the date of the centennial
anniversary of the laying of the cornerstone of the Pilgrim Monument by asking
him to be the first person to ring the newly restored library bell. Jim seconded the motion. There was no further discussion. The vote passed 4-0-0.
b. Furnace – Mick congratulated Debbie on marshalling the resources to put the furnace problems in layman’s terms. Paul discussed the Performance Bond and legal procedures that are moving forward regarding the furnace. Deb credits the new Town Manager for the support and response to our furnace problems.
Next Meeting: A short meeting to discuss fundraising is scheduled for Monday, July 23, 2007 at 7:15pm at the library.
Adjournment: Jim moved
and Paul seconded the motion to adjourn the meeting at 9:18pm. The vote passed 4-0-0.
These minutes were approved by a vote of the Provincetown Library Board of Trustees present at their
meeting on ___________________________________.
Respectfully submitted:
______________________________ _________________________
Library Board of Trustees signature Title
(Minutes prepared by Jean Jarrett)